Managing Folder Access and Notifications

Account Administrators and Vault Managers can manage client access and permissions to folders, including:

• Sharing folders and changing permissions
• Removing user access to folders

To share a folder and change permissions, follow these steps:

1. Sign in to the SmartVault Portal.
2. Click View Files and Folders in the left sidebar.
   
3. Navigate to the folder you want to share, click  Actions , and then select Properties.
   
4. Click on the Access and Notifications tab, and then click Edit Access Settings.
   
5. Assign the access permissions for the user as needed.
   
   
   • If the user is not listed, click Add User to grant access.
   • If this is the first time sharing with the user, select your license type and complete the User Information section.
     
   • Edit the access permissions in the Access and Notification Settings section.
   • (Optional) Enter a personal message.
   • Click Add. The user is added to the list on the Access and Notifications tab.
   • Select the appropriate check boxes to change the Upload or Download Notifications for the user.
     
6. Select one of the options from the Apply Changes to menu.
   • This folder only - Grants access to this folder only. Existing subfolders do not inherit permissions from the parent. However, any subfolders created after the permissions are set, inherit the parent's folder access settings. 
   • This folder and to all subfolders - Grants access to this folder and all existing subfolders. Any new folders created in the future will inherit the parent's access settings.  
     

Click Save Settings. The icon for the folder updates to show the shared folder indicator .

Sending an Invitation Link to Guest Users

The easiest way to share a folder with a guest user is to send a link inviting them to access it.

If you want to grant access to a custom folder that is not part of the template, you can grant them access with specific permissions.

To send an invitation link to a user, follow these steps:    

1. Navigate to the folder you want to share, click Actions , and select Properties.
2. Click the Send Link tab, select Guests from the Filter On menu, and then select a user.
   
3. (Optional) Enter a personal message, and then click Send. The user receives an email with the link to access the folder.

Granting Read Access to Guest Users

To grant Read access to guests so they can access every folder in the hierarchy, follow these steps:

1. Navigate to the Vault containing the folder you want to share.
2. Click Actions , and then choose Properties.
3. Click the Access and Notifications tab, and then click Edit Access Settings.
4. Navigate to the guest user you want to grant access to and select the checkbox in the Read column.
   
5. Select an option from the Apply Changes to menu.
   • This folder only - Grants access to this folder only. Existing subfolders do not inherit permissions from the parent. However, any subfolders created after the permissions are set, inherit the parent's folder access settings. 
   • This folder and to all subfolders - Grants access to this folder and all existing subfolders. Any new folders created in the future will inherit the parent's access settings. (Not recommended)
6. Click Save Settings.
7. Repeat the previous steps for each folder in the hierarchy.